2018 Annual Meeting EXHIBITOR PROSPECTUS

Transcription

1 Texas Pediatric Society 2018 Annual EXHIBITOR PROSPECTUS September 6-7, 2018 San Antonio Grand Hyatt River Walk

2 Think of these Five F s Financial sense Fresh faces FOMO (Fear of Missing Out) Exhibiting at the TPS Annual is one of the most cost-effective ways for your company to reach qualified audiences. According to a US study by Exhibit Surveys Inc, the average cost per visitor reached at a trade show is $166, while the average cost of a field sales call is $270. You do the math. Face time prospects and engaging face-to-face is also the fastest way to build relationships, strengthen current relationships, and build brand awareness. Spend one-on-one time with decision makers in pediatric clinics and hospitals all over Texas. According to a US Benchmark Survey by Exhibit Surveys Inc, 64% of attendees are not customers. Fighting edge Exhibiting at the TPS Annual offers your company another opportunity to stand out from the crowd. You can outshine the competition with well-trained staff, eye-catching stand design, and conscientious followup after the show. Consider the long-term effect of not exhibiting at the TPS Annual. Being absent from the largest gathering of pediatricians in Texas instantly makes you a non-player in the field and puts your competitors on top of the minds of our members. 64% of attendees are not customers of the companies exhibits they visited. This means... New Business Opportunities! Who Attends the TPS Annual? Pediatricians in private practice, group practice and hospitals Pediatric specialists Pediatric fellows, residents and medical students Allied health professionals, office managers and nurses Academic leaders State and community policymakers Who Exhibits? Pharmaceutical companies Electronic health record suppliers Financial services Legal services Armed services Medical liability insurance providers Medical equipment suppliers Home health providers Physician recruiting services Procedural equipment manufacturers and distributors Medical billing companies Texas pediatric departments Texas children s hospitals Don t Miss this Early Registration Discount! To maximize your benefits, register on or before Monday, May 7, FINAL exhibitor registration deadline is Wednesday, August 1, Page 2

3 Important Dates Early Discount Ends...Monday, May 7, 2018 Register before or on May 7 to receive a discounted rate for the standard booth package. Print Deadline... Monday, May 14, 2018 Ad Deadline... Monday, May 14, 2018 This is the last chance to receive ad space/recognition in the TPS must be paid-in-full for ad to be accepted and placed. TPS website and TPS E-News Ad deadlines...3 weeks prior to the month run Registration Closes... Wednesday, August 1, 2018 To maximize your exhibitor benefits and receive recognition, the deadline to register as an exhibitor or supporter is August 1. Annual Onsite Program AD deadline... Wednesday, August 1, 2018 This is the last chance to receive ad space/recognition in the TPS 2018 Onsite Program. must be paid-in-full for ad to be accepted and placed. Exhibit Hall Times Exhibits will open at 11:30 am with a lunch on Thursday, Sept. 6 th and close at 4 pm on Friday, Sept. 7 th. Thursday, September 6, :30 11:30 am Setup* 11:30 am 1:00 pm Lunch in Exhibits Hall 2:30 3:00 pm Refreshment Break 6:30 7:30 pm Welcome Reception in Exhibits Hall * s may not set up or enter the exhibits hall prior to 9:30 am Friday, September 7, :00 8:30 am Continental Breakfast 11:30 am 1:00 pm Lunch in Exhibits Hall 3:15 3:45 pm Refreshment Break TNT Prize Drawing 4:00 pm Hall Closes, Tear Down Fun things to do in San Antonio The San Antonio River Walk is a verdant oasis of cypresslined paved paths, arched stone bridges and lush landscapes. It gently winds through the city center, providing millions of visitors each year with easy access to the city s cultural hot spots, historic sites and other attractions. Just steps from the River Walk is Main Plaza the heart of the city. Tour the River Walk Ride a river cruiser, rent a bicycle or take your time seeing the sights on foot. With 15 miles of sidewalks and paths, the River Walk provides access to museums, the King William Historic District, 300-year-old Spanish missions, hotels, shops, restaurants and a new adventure around every turn. Dining Colorful and iconic umbrellas shade riverside tables as diners savor a splendid array of diverse River Walk cuisine. Classic Tex-Mex, tender barbecue, traditional Italian and contemporary Southwestern fare are just a few of the choices you ll find in the cafés, restaurants and bistros. Of course, the history! The San Antonio Museum of Art, which opened in 1981 in the old Lone Star Brewery complex, may not serve up local brews, but its collection of 30,000+ objects spanning 5,000 years will probably quench a different kind of thirst. Even the building itself is impressive, dating to Visit the Alamo and other historic districts downtown. Originally built up by German immigrants in the 1860s, the King William Historic District is 25 blocks of style clearly influenced by its European founders. It s seen its ups and downs, but after being designated the first historic district in the state, it s been rebuilt and reborn. Now you can spend an evening here exploring local art, gawking at opulent mansions, and sipping a cold one at Blue Star Brewing on South Alamo. Attractions/River-Walk Have you considered placing an ad? Check out our booth packages on Page 4. The Texas Pediatric Society is poised to be an event like no other! Promote your products and services to hundreds of Texas pediatricians at the only pediatric state medical society meeting in the state. These medical professionals rely on the convention to deliver cutting edge products, services and solutions, and the opportunity to connect with companies like yours. Page 3

4 All Include: $1,500 Base Price (after 5/7/18 $1,800) Each 6 x 30 skirted/draped table includes: program listing (if paid in full by 5/7/18) TPS Directory listing with link to company s home page Post-convention attendee mailing list for one-time use Exhibit staff badges Recognition on meeting signage Company name included in the Onsite Program Complimentary registration for two exhibitors per exhibiting company (each additional exhibitor is $100 per individual with a max of four individuals per exhibiting company) Two chairs, a waste basket and company signage Additional Opportunities Included as an Upgraded * registration deadline is August 1, Ad Specifications Ad proofs for the Registration Brochure are due by May 14, must be paid-in-full for ad to be accepted. Remember to fill out and submit the Exhibit Form on the last page. Page 4 Titanium: $10,000 FULL-PAGE ADVERTISEMENT in the (mailed and posted online) FULL-PAGE ADVERTISEMENT in the Onsite Program LEADERBOARD ADVERTISEMENT on the TPS website for one full month Platinum: $7,500 HALF-PAGE ADVERTISEMENT in the (mailed and posted online) HALF-PAGE ADVERTISEMENT in the Onsite Program for an additional $1,500 Gold: $5,800 QUARTER-PAGE ADVERTISEMENT in the QUARTER-PAGE ADVERTISEMENT in the Onsite Program for an additional $1,500 Silver: $3,500 EIGHTH-PAGE ADVERTISEMENT in the EIGHTH PAGE ADVERTISEMENT in the Onsite Program for an additional $500 Ad sizes: AWARDS LUNCHEON SPONSORSHIP (Approximate attendance is 300 members) DOUBLE BOOTH in the hall for up to six representatives (four additional representatives included vs. standard booth package) LEADERBOARD ADVERTISEMENT in the TPS E-Newsletter for one month for up to five representatives (three additional representatives included vs. the standard booth package) RECTANGLE ADVERTISEMENT in the TPS E-Newsletter for one month for up to four representatives (two additional representatives included vs. the standard booth package) for up to three representatives (one additional representative included vs. the standard booth package) Full page x 10 inches 1/2 horizontal x 4.8 inches 1/4 vertical x 5 inches 1/8 horizontal x 2 inches E-News Leaderboard x 72 pixels E-News Rectangle x150 pixels Website Leaderboard x 90 pixels Website Rectangle...250x300 pixels

5 Additional Sponsorships Gain greater visibility with decision-makers. The following opportunities will help your company increase visibility with TPS members and conference attendees during and after the meeting (exhibit booth not required). Lanyards: $1,500 Reinforce brand awareness by having attendees wear your logo! A lanyard sponsorship is a great way to showcase your company with TPS attendees. Charging Station: $1,800 Get noticed while attendees power up their devices. Display your company s logo on eight wall panels and one header panel to give a bold visual impact that leaves a lasting impression. This high traffic station includes plug-point strips with built-in USB & USB 2.0 chargers. Hotel Key Cards: $2,000 The ultimate low-cost, high-impact sponsorship, hotel key cards are a great way to maximize your company s presence. Think about how many times they ll see and use it! Tote Bags: $2,250 your presence during the TPS Annual, and leave a lasting impression after the meeting by sponsoring the tote bags given to every registered attendee. TN T For each booth an attendee visits, you will have the chance to talk to them about your services, establish a solid network, and then you hand them a ticket. They use the ticket to enter the drawing. Why was this program a hit? Attendees chance of winning increases the more booths they visit, which increases traffic to your booth. New and Improved for 2018! Page 5

6 Rules & Payment Policy TPS accepts VISA, Discover, MasterCard, checks, and agency purchase orders. These are the ONLY accepted methods of payment (NOT American Express). In accordance with ACCME guidelines, exhibit space is separate from commercial supporters. Payment must be paid in full by August 1, 2018 to receive confirmation of a booth space, as well as the other benefits listed. ( listing deadline is May 14, 2018.) Disclosure Disclosure of Investigational Uses of Products Devices or Procedures: All exhibitors are required to follow the Food and Drug Administration (FDA) rules and regulations on displayed products. These rules require disclosure of current FDA status by appropriate labeling and pharmaceuticals. Further information may be obtained from the FDA. NO EXHIBITORS or PHYSICIANS ATTENDING THE MEETING AS EXHIBITORS are allowed in the educational sessions unless they register as an attendee separate from the exhibit fee. Size and Type of Exhibits Exhibit space in the hall is limited to the 10 Dx10 W draped area. Non-profit booths must conform to a 6 x30 table top. Therefore, free standing exhibits must fit around your immediate table or on your table. If you need more space, you must purchase 2 booths. The TPS reserves the right to screen applications for space and to accept only those that fit this criteria. Unethical conduct or infraction of these policies will subject the exhibitor or his/her representatives to dismissal from the entire meeting. Should this occur, there is no refund of the exhibit fee or additional representative fees. Exhibit Location s at the level of Titanium, Platinum and Gold, that opt to exhibit, will be given a choice of prime locations in the hall or foyer. Silver will then be assigned. If you are a non-profit basic exhibitor, you can pay an upgraded fee for placement in the hall. Representatives/Registration All exhibitors have a total of two complimentary registrations for the entirety of the show. This does not mean two to four reps each day of the show or in shifts. Each name badge beyond two (or more for Titanium, Platinum, Gold, and Silver) is an additional $100 each, limit two additional. We reserve the right to limit booth reps. Any non-registered exhibitors without a name badge will be asked to leave the exhibit area. Responsibilities Telephone, computer/video devices, cabling, electricity and decorating services may be arranged, and are provided for a fee, by Freeman Decorating. on cost and forms will be ed to the paid exhibitors six weeks prior to the event. Each party agrees to be responsible for their own property and shall not hold the Texas Pediatric Society and Grand Hyatt River Walk Hotel harmless for any damages, theft, or personal injury occurring during the meeting. Ancillary s Organizations and companies hosting an event outside of the TPS Annual schedule must first contact the TPS exhibits manager. Events cannot conflict with TPS CME sessions, TPS receptions or events and must be approved in advance. For questions contact: Crystal Healey, CAE Exhibits Manager Phone: (512) Fax: (512) Crystal.Healey@txpeds.org Page 6

7 1 CHOOSE YOUR EXHIBITOR OPTION Basic Exhibit s On or Before 5/7/18 5/8/18 8/1/18 Commercial and non (c)(3) organizations... q $ q $1800 Non-profit 501(c)(3) organizations... q $550...q $600 Advertising Opportunities Website & E-News Advertising Txpeds.org Leaderboard...$1,000 Txpeds.org Rectangle...$600 E-News Leaderboard...$500 E-News Rectangle...$300 (See page 4 for Deadlines) Additional Sponsorship Extra Opportunities q Lanyards... $1,500 q Charging Station... $1,800 q Hotel Key Cards...$2,000 q Tote Bags...$2,250 i 2 UPGRADE! For Upgraded s ONLY. Check your options: (Basic booth package is included in the options below.) Titanium: $10,000 q FULL PAGE ad in Registration Brochure q FULL PAGE ad in TPS Onsite Program q Leaderboard on website (1 month) q Double booth location in hall q Awards Lunch Sponsorship Platinum: $7,500 q HALF PAGE ad in q Ad placement in Onsite Program: additional $1,500 q Single corner booth or other prime location in hall q Leaderboard in E-News (1 month) q Thursday and Friday continuous beverage breaks in exhibits hall q Thursday lunch in exhibits hall q Friday lunch in exhibits hall Gold: $5,800 q QUARTER PAGE ad in Registration Brochure q Ad placement in Onsite Program: additional $1,000 q Single booth location in hall q Rectangle in TPS E-News (1 month q Friday continental breakfast in exhibits hall q Thursday welcome reception q Friday reception Silver: $3,500 q ONE EIGHTH PAGE ad in q Ad placement in Onsite Program: additional $500 q Thursday break q Pediatric Office Managers Section? 3 FILL OUT CONTACT AND PAYMENT INFORMATION Name of Firm (as it will appear on booth sign) Product/Service Promotion (pharmaceutical, equipment, nutritional, etc.) Name of Direct Correspondent to whom ALL information will be sent Address Street City State Zip Phone Number of Direct Correspondent of Direct Correspondent Link to home page of company (not to specific products): NOTE: TPS will only send exhibiting information to the contact listed on this form. It is their responsibility to forward to onsite rep or notify us of a change in contact. TPS Tax ID# METHOD OF PAYMENT: q VISA q MasterCard q Discover q Check Payable to Texas Pediatric Society Basic Exhibit Fee Upgraded Exhibit Fee Plus additional Ad Fee Additional Sponsorship Fee Additional Representative $100 each:! Credit Card # CID (3 digit number on back) TOTAL EXHIBIT FEE: Expiration Date: Name on Card: Billing Address Street City State Zip CANCELLATION POLICY: I have reviewed the TPS exhibit policies and hereby agree to the terms and requirements as outlined. There is no refund of exhibitor and/or contribution fees after May 7, 2018 no exceptions. Should the meeting be canceled or rescheduled for any reason, TPS will offer a refund for all contributions and exhibitor fees within 30 days of the canceled event. TPS will not be financially responsible for any other expense or fee incurred by the exhibitor and/or contributor. REMINDER: In accordance with ACCME guidelines, exhibit space fee is separate from supporter contributions. Signature of AUTHORIZED company representative Date Return to: Page 7 Texas Pediatric Society, 401 W. 15th St. Ste. 682, Austin TX or- FAX: (512) or- Crystal.Healey@txpeds.org For a downloadable PDF version of this form CLICK HERE